First Aid Training Register QLD: What Workplace Records Should You Keep? (2026)

A first aid training register is a working compliance tool, not just an admin spreadsheet. It helps a Queensland workplace show who is trained, which units they hold, when CPR is due, when full first aid renewal is due, and whether every site or shift has enough coverage. For Gold Coast workplaces with casual staff, rotating rosters, contractors, multiple sites, or annual compliance checks, this register can prevent certificates from expiring unnoticed.

What a Training Register Is For

Under workplace health and safety duties, employers need to provide first aid arrangements that are adequate for their workplace. That includes suitable first aid equipment, access to trained first aiders, and information for workers about those arrangements. A register helps you manage the trained-first-aider part of that system. It does not replace a risk assessment, but it gives managers a clear view of training currency and coverage gaps.

Recommended Fields to Track

Field	Reason
Worker name	Identifies nominated and backup first aiders
Role or department	Shows whether coverage exists across teams
Primary worksite	Important for businesses with more than one location
Course code	Examples include HLTAID009, HLTAID011, HLTAID012, and HLTAID010
Completion date	Shows when competency was achieved
CPR renewal due	CPR is commonly refreshed every 12 months
First aid renewal due	Full first aid is commonly refreshed every 3 years
Certificate file location	Allows quick evidence during audits, tender checks, or client prequalification
Roster coverage notes	Identifies gaps on night shifts, weekends, remote worksites, or single-person sites

Do Not Track First Aid and CPR as the Same Thing

A common mistake is recording only the full first aid certificate date. HLTAID011 includes CPR, but CPR currency is usually expected more frequently than full first aid renewal. If the register does not separate CPR due dates from first aid due dates, staff can look compliant on paper while their CPR refresh is overdue.

How Often Should the Register Be Reviewed?

Review the register at least quarterly. Monthly is better for childcare, hospitality, construction, fitness, NDIS, healthcare, schools, and workplaces with high staff movement. Add reminders 60 to 90 days before expiry so training can be booked before the certificate lapses.

How to Check Coverage, Not Just Certificates

Counting trained people is only the first step. A workplace can have enough trained first aiders overall but still be exposed if they are all on the same shift or based at the same site. Check the register against rosters, site locations, leave, remote work, and peak operating times. For example, a venue may need coverage across kitchen, front-of-house, and event shifts. A childcare service may need coverage whenever children are present.

When to Book Group Training

If several staff are due within the same quarter, group training is usually more efficient. Onsite training also lets the team practise in the environment where an incident would actually happen. That can include where the AED is kept, how to meet the ambulance, who controls bystanders, and how the internal reporting process works.

Common Register Problems

• No owner: nobody is responsible for updating records after training.
• No evidence files: certificates are not saved in a central location.
• Old staff still listed: the register overstates real coverage.
• No site split: multi-site businesses cannot see local gaps.
• No CPR date: annual CPR renewal is missed.

Frequently Asked Questions

Is a first aid training register legally required?

The law does not prescribe one exact spreadsheet format for every business. However, employers must manage first aid arrangements, and a register is a practical way to demonstrate that trained first aiders and renewal dates are being monitored.

Should contractors be included?

If contractors are part of your first aid arrangements or regularly work on your site, record their status or keep a separate contractor competency record. Do not assume another business has managed the risk for your workplace.

Who should own the register?

Common owners include the WHS officer, operations manager, HR manager, practice manager, centre director, or site supervisor. The important part is that ownership is assigned and reviewed when that person changes role.

Sources

• WorkSafe Queensland
• Safe Work Australia
• HLTAID011 Provide First Aid - training.gov.au
• HLTAID009 Provide Cardiopulmonary Resuscitation - training.gov.au

Training and assessment delivered on behalf of Allens Training Pty Ltd RTO 90909.